Free shift swap request form
For two people who want to trade a shift: which shift, who takes it, that both agree, and that a manager approved it before anybody turns up on the wrong day.
| Question | Answer |
|---|---|
| Name of the person giving up the shift | Priya Venkatesan |
| Shift date | Sat 6 March 2027 |
| Shift start and finish | 07:00 to 13:00 |
| Venue or area | Harbourside Coffee, coffee machine |
| Name of the person taking the shift | Mei Lin |
| Their role | Barista |
| Reason for the swap (optional) | Family event |
| Signed by the person giving up the shift | Priya V., 1 March 2027 |
| Signed by the person taking the shift | Mei L., 1 March 2027 |
| Manager decision | Approved |
| Manager name and date | Nadia O., 2 March 2027 |
| Roster updated by | Nadia O., 2 March 2027 |
What is in the file
- Template, blank, with each question down the side and room for the answer.
- Example, the same sheet filled in for Harbourside Coffee.
- How to use, with the steps and the mistakes below.
How to fill it in
- The person giving up the shift fills in the first half.
- The person taking it confirms they can work it, and signs.
- A manager checks the swap creates no clash or problem with anybody’s hours, then approves or declines it.
- Nobody treats the swap as done until the roster itself shows it.
Common mistakes
- A swap agreed between two people and never shown to a manager
- A swap that puts somebody over an hours limit, or leaves too short a break between shifts
- The form approved and the roster left unchanged
When a spreadsheet stops being enough
In Roster Flow somebody offers the shift to a workmate with a reason, the workmate accepts, and a manager approves before the roster changes.
Questions
What is on the shift swap request form?
12 questions down the side, running from name of the person giving up the shift to roster updated by. The example beside them is filled in for Harbourside Coffee: the shift, the colleague taking it, both agreements and approval.
Does the shift swap request form work anything out for you?
No. It is a form with 12 questions to answer in your own words, not a calculator. Nothing on it is a formula.
Can I use the shift swap request form in Google Sheets?
Yes. Open shift-swap-request.xlsx from Google Drive, or use File, then Import, then Upload with shift-swap-request.csv. The form and its example come across either way.
Do I need an account to download the shift swap request form?
No. shift-swap-request.xlsx, shift-swap-request.csv and shift-swap-request.pdf are plain links. There is no sign up, no email address asked for, and nothing to install.